FASTMAIL USER'S MANUAL VERSION 2.26 CACHE MICROSYSTEMS 2234 SANTA YNEZ AVE SAN LUIS OBISPO, CA 93405 _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS CACHE MICROSYSTEMS 2234 SANTA YNEZ AVE SAN LUIS OBISPO, CA 93405 * * * FASTMAIL VERSION 2.26 * * * LICENSE AGREEMENT Copyright (c) Cache Microsystems 1990, 1991 All Rights Reserved DEFINITION OF SHAREWARE Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 DISCLAIMER - AGREEMENT Users of "FASTMAIL" must accept this disclaimer of warranty: "FASTMAIL is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of FASTMAIL." FASTMAIL is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using FASTMAIL and continue to use FASTMAIL after a reasonable trial period, you must make a registration payment of $17.00 & $3.00 S&H to CACHE MICROSYSTEMS. The $17.00 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of FASTMAIL must register and pay for their copies of FASTMAIL within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting CACHE MICROSYSTEMS. Anyone distributing FASTMAIL for any kind of remuneration must first contact CACHE MICROSYSTEMS at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering FASTMAIL immediately (However CACHE MICROSYSTEMS must still be advised so that the distributor can be kept up-to-date with the latest version of FASTMAIL.). COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 You are encouraged to pass a copy of FASTMAIL along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the FASTMAIL system. Copies of this program may be given to others for evaluation but cannot be sold or used as a promotion for other sales without express written permission from CACHE MICROSYSTEMS. MailMerge is a trademark of MicroPro International IBM, IBM PC, XT and AT are trademarks of IBM Corporation DBASE III is a trademark of Ashton-Tate. Clipper is a trademark of Nantucket Inc. Microsoft Word and MS DOS are trademarks of Microsoft Corporation COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 TABLE OF CONTENTS 1. INTRODUCTION 1 1.1 SYSTEM REQUIREMENTS 1 1.2 MENU SELECTION 1 2. GETTING STARTED 1 2.1 COPYING THE SYSTEM DISK 1 2.2 HARD DISK INSTALLATION 1 2.3 FLOPPY DISK INSTALLATION 1 3. STARTING FASTMAIL 2 3.1 HARD DISK USER'S 2 3.2 FLOPPY DISK USER'S 2 4. USING "FASTMAIL" 2 4.1 ADDING A RECORD NAME 3 4.2 DISPLAYING A RECORD NAME 4 4.3 EDITING A RECORD NAME 5 4.4 DELETING A RECORD NAME 6 4.5 PRINTING RECORD NAMES 7 4.5.1 PRINT RECORD SELECTIONS 7 4.5.2 PRINTING RECORDS BY INTEREST 8 4.5.3 PRINTING RECORDS BY DATE 8 4.5.4 PRINTING RECORDS BY SUBJECT 9 4.5.5 PRINTING A SINGLE LABEL 9 4.5.6 SELECTING PRINT OUT FORMAT 10 4.5.7 PRINTING RETURN ADDRESS LABLES 10 4.5.8 EXITING THE PRINT MENU 10 4.6 PROGRAM CONFIGURATION 11 4.6.1 LASER PRINTER SELECTION 4.6.2 DISPLAY COLOR 11 4.6.3 DEFAULT ADDRESS 11 4.6.4 SPECIAL INTEREST 11 4.7 SEARCHING FOR DUPLICATE NAMES 12 COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.8 PRINTING MAILING LABELS 13 4.8.1 PRINT MAILING LABELS RECORD SELECTIONS 13 4.8.2 PRINTING MAILING LABELS BY DATE 13 4.8.3 PRINTING MAILING LABELS BY SUBJECT 14 4.8.4 SELECTING MAIL LABEL FORMAT 15 4.8.5 EXITING THE PRINT MENU 15 4.8.6 CONTROLLING THE PRINTER DURING 15 LABEL MAKING 4.9 RESTORING THE DATABASE 17 4.10 SAVING THE DATABASE 17 4.11 STATISTICS 17 4.12 EXPORTING THE DATABASE FOR MAIL MERGING 19 4.12.1 SELECT WHAT TO EXPORT 19 4.12.2 EXPORT RECORD SELECTIONS 20 4.12.3 EXPORT RECORDSBY INTEREST 20 4.12.4 EXPORT RECORDS BY DATE 21 4.12.5 EXPORT RECORDS BY SUBJECT 21 4.12.6 EXITING THE EXPORT MENU 21 4.12.7 MS WORD AND OTHER MAIL MERGE 22 FORMATS 22 4.12.8 SDF ASCII TEXT FILE 22 4.12.9 DATABASE FORMAT FILE 22 4.12.10 ORDER OF DATA TO BE EXPORTED 23 4.12.11 USING THE EXPORTED FILE WITH WORD 23 PROCESSORS 4.13 BROWSE DATABASE BY INTEREST OR SUBJECT 24 4.13.1 TOPIC/SUBJECT SEARCH 24 4.13.2 BROWSE RECORD SELECTIONS 25 4.12.3 BROWSE RECORDS BY INTEREST 26 4.13.4 BROWSE RECORDS BY DATE 26 4.13.5 BROWSE RECORDS BY SUBJECT 27 4.13.6 EXITING THE BROWSE MENU 27 4.14 CLEAR ADD LIST AND SINCE FEATURE 27 4.15 PRINT REGISTRATION FORM 28 4.16 EXITING THE PROGRAM 28 5. TECHNICAL SUPPORT AND REGISTRATION 29 5.1 TECHNICAL SUPPORT 29 5.2 PROGRAM REGISTRATION 29 APPENDIX A: FULL SCREEN EDITING 30 APPENDIX B: SUPPORTED PRINTING LABELS 31 COPYRIGHT (c) 1990, 1991 CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 1. INTRODUCTION "FASTMAIL" is a easy to use system for keeping track of names, addresses, phone numbers and various other information about clients, relatives and friends. The menu driven format allows the user to quickly learn the program without the use of a manual. 1.1 SYSTEM REQUIREMENTS 100% IBM Compatible PC, XT, OR AT 512k BYTES OF RAM, DOS 3.0 OR HIGHER 1.2 MENU SELECTION To select any given function enter the first letter of that function, or use the arrow keys to highlight the desired function then press [ENTER]. 2. GETTING STARTED 2.1 COPYING THE SYSTEM DISK Before you install this program make a backup copy of this disk using "Diskcopy" or another program. Use the backup copy disk for program installation. 2.2 HARD DISK PROGRAM INSTALLATION Follow the steps below to install "FASTMAIL". 1. Make a new directory on your hard disk (i.e. Mkdir C:\FASTMAIL). 2. Change the hard disk path to this new directory (i.e. CD C:\FASTMAIL). 3. Place the backup disk in drive "A". 4. Copy all files from drive "A" to the hard disk(i.e. Copy a:*.* C:). 5. The installation of the program is now complete. 2.3 FLOPPY DISK INSTALLATION There is no installation required for floppy disk systems. However the program storage is limited to the space on the disk. COPYRIGHT (c) 1990, 1991 -1- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 3. STARTING THE PROGRAM 3.1 HARD DISK USER'S To invoke the program set the computer to the directory where the program was installed(i.e. CD C:\FASTMAIL). Enter "MAIL" 3.2 FLOPPY DISK USER'S Place the program disk in drive a: Enter "A:". Enter "MAIL". 4. USING "FASTMAIL" This section describes the different functions of "FASTMAIL". The functions described are listed below; 1. Add records 2. Edit records 3. Find records 4. Delete records 5. Print records 6. Duplicate record check 7. Print mailing list labels 8. Program Configuration 9. Saving files to a remote disk 10. Installing files from a remote disk 11. Program Statistics 12. Exporting the database file for Mail Merge 13. Browse the Mailing list 14. Clearing Add List Since last Cleared 15. Leaving the "FASTMAIL" program COPYRIGHT (c) 1990, 1991 -2- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.1 ADDING RECORD NAMES To add a record select "A" from the main menu. Once selected the program will prompt the user for the "Lastname" or "Company" name of the record to add. Press [Enter] twice with no names displayed to return to the main menu. The program will then search the existing database for any names that match this entry. If there is a match all matching names will be displayed on the screen. If a match is found the user will have the choice of terminating, editing or adding another record of the same name as shown on the bottom of the screen. Select an option by entering the letter enclosed in brackets for the desired function. Enter all information for this record as required. After entering this information press [Enter] or [Pgdn] until "Is this correct (Y/N)?" is displayed. If the information is correct enter "Y", if not enter "N" to change the information. Repeat these steps for all records to be entered. Then press [Enter] three times at the lastname prompt to return to the main menu. COPYRIGHT (c) 1990, 1991 -3- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.2 DISPLAYING A RECORD NAME To display a record select "F" from the main menu. Once selected the program will prompt the user for the "Lastname", "Company" or "Personal ID." of the record to display. Press [Enter] three times with no names displayed to return to the main menu. The program will then search the existing database for any names that match this entry. If there is a single match the program will display that entry. If there is more than one match all matching names will be displayed on the screen. The user will have the choice of terminating, displaying the next screen or displaying a record on the existing screen. Select an option by entering the letter enclosed in brackets for the function desired. If the name is not found the user can add the given name if desired. COPYRIGHT (c) 1990, 1991 -4- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.3 EDITING A RECORD NAME To edit a record select "E" from the main menu. Once selected the program will prompt the user for the "Lastname", "Company" or "Personal ID." of the record to display. Press [Enter] three times with no names displayed to return to the main menu. The program will then search the existing database for any names that match this entry. If there is a single match the program will display that entry. If there is more than one match all matching names will be displayed on the screen. The user will have the choice of terminating, displaying the next screen or displaying a record on the existing screen. Select an option by entering the letter enclosed in brackets for the function desired. If the name is not found the user can add the given name if desired. Enter all information for this record as required. After entering this information press [Enter] or [Pgdn] until "Is this correct (Y/N)?" is displayed. If the information is correct enter "Y", if not enter "N" to change the information. Repeat these steps for all records to be entered. Then press [Enter] twice at the lastname prompt to return to the main menu. COPYRIGHT (c) 1990, 1991 -5- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.4 DELETING A RECORD NAME To delete a record select "D" from the main menu. Once selected the program will prompt the user for the "Lastname", "Company" or "Personal ID." of the record to display. Press [Enter] three times with no names displayed to return to the main menu. The program will then search the existing database for any names that match this entry. If there is a single match the program will display that entry. If there is more than one match all matching names will be displayed on the screen. The user will have the choice of terminating, displaying the next screen or displaying a record on the existing screen. Select an option by entering the letter enclosed in brackets for the function desired. After selecting the desired record. The program will display it on the screen. The user must then determine if the record displayed should be deleted. If the record is to be deleted enter "Y". To save the given record enter "N". COPYRIGHT (c) 1990, 1991 -6- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.5 PRINT RECORD NAMES To print record names select "P". This will bring up the print screen menu. There are several options select the option desired. 4.5.1 PRINT RECORD SELECTIONS In the print menu there are 10 options for printing names. They run from printing all names to printing a single label. The names may be printed in either lastname order or zip code order. Below is a list of different options for the user. N) All Names by Name O) All for Interest1 by Name R) All for Interest1 by Zip T) All for Interest2 by Name V) All for Interest2 by Zip X) All for Interest3 by Name W) All Names Since Last Cleared D) For Date by Zip G) For Special Interest by Name I) Print Indivdual Label J) Print Return Address Labels Q) Quit to Main Menu Select the desired option by entering the number or the letter enclosed by brackets. Wait for the database to be created then select the desired output format as shown below: A) Ordered by Name B) Ordered by Zip Code C) Ordered by State, Name D) Ordered by State, Zip Code, Name E) Ordered by Country, Zip, F) Ordered by Country, Name G) Ordered by Country, State, Name H) Ordered by Country, State, Zip, Name I) Ordered by Company, Name" J) Ordered by Country, Company, Name K) Ordered by Country, State, Company, Name Q) Quit to Previous Menu COPYRIGHT (c) 1990, 1991 -7- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.5.2 PRINTING RECORDS BY INTEREST When printing names by Interest only the names marked with a "Y" for that interest will be printed. 4.5.3 PRINTING RECORDS BY DATE Printing records by date is a very useful feature of FASTMAIL. This feature allows the user to print names on a specific date or a range of dates. The user can specify the date as an actual set of dates or a date with a range of days around the date. Below is a list of selections for the user. B) Between Two Dates O) Outside Two Dates E) Earlier than a Specific Date L) Later than a Specific Date W) Within a Date by Days X) Outside a Date by Days D) Earlier than a Specific Date by Days A) After than a Specific Date by Days Q) Quit to Print Menu Select the desired option by entering the number or the letter enclosed by brackets. I use this feature to print labels and letters for a given days work by selecting option "1". The program automatically enters the current days date for starting and ending dates. The program then searches the database for a names that match given date. A report is then printed for all people who placed a order on that date. COPYRIGHT (c) 1990, 1991 -8- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.5.4 PRINTING RECORDS BY SUBJECT Print records by subject is very useful when a specialized mailing list is desired. The user can specify the exact information to search for. Then select the fields desired for the search. Once selected the has the choice of searching all fields or selecting any combination of fields. A list of field to be searched is shown below. LASTNAME COMPANY CITY STATE ZIP CODE COUNTRY HOME PHONE WORK PHONE COMMENT/DESCRIPTION Select the fields desired. Then enter "Y" to continue the search. 4.5.5 PRINTING A SINGLE LABEL Select option "I" to print a single label for a person. Find the desired person as described in the section "Display Record Names". Follow the directions for printer operation, mailing label format and test data patterns for alignment in the mailing list section of this manual. COPYRIGHT (c) 1990, 1991 -9- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.5.6 SELECTING PRINT OUT FORMAT After selecting any one of the many printer outputs the user must select the printer output format. Below is a list of the formats. 14 7/8 BY 11 INCH PAPER Select option "A" to print all names on 14 7/8 X 11 paper. Follow the directions to print the names. 14 7/8 BY 8 1/2 INCH PAPER Select option "B" to print all names on 14 7/8 X 8 1/2 inch paper. Follow the directions to print the names. 8 1/2 BY 11 INCH PAPER Select option "C" to print all names on 8 1/2 X 11 paper. Follow the directions to print the names. 4.5.7 PRINTING RETURN ADDRESS LABELS Select Option "J" to print return address labels Enter the desired information then follow the directions for printer operation, mailing label format and test data patterns for alignment in the mailing list section of this manual. 4.5.8 EXITING THE PRINT MENU Press "Q" to return to the main menu. COPYRIGHT (c) 1990, 1991 -10- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.6 PROGRAM CONFIGURATION To edit the configuration select "C". This will bring up the configuration menu. This allows the use r to configure FASTMAIL. Select the desired option as described in the sections to follow. 4.6.1 LASER PRINTER SELECTION Select this option to select the appropriate Laser Printer. This is not required for dot matrix printers 4.6.2 DISPLAY COLOR Select this option to turn on or off the color display. 4.6.3 DEFAULT ADDRESS This screen allows the user to set a default city, state and Zip Code to aid data entry. To use this feature enter the desired information. Then set the default address enable to "Y". This will enable default addressing to occur every time a a new name is added to the list. After entering the correct information press "Y" to move to the second page of program configuration. 4.6.4 SPECIAL INTEREST CATEGORIES Section two displays the five default interest categories the program uses. This section allows the user to customize the interest categories based on their needs. Enter the desired information then for each interest. The user can place all blanks in any given category if desired. The program will automatically change the screens to match the new interest categories. After entering the correct information press "Y" to return to the main menu. COPYRIGHT (c) 1990, 1991 -11- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.7 SEARCHING FOR DUPLICATE NAMES To search for duplicate names select "U". Determine if you want the names printed or displayed on the screen. Enter "Y" to allow printing or "N" to display them on the screen only. The program will then start searching the database. The program will perform a two pass search. The first will look for a duplicate last name, Zip Code and address. The second will search only for a duplicate Zip Code and address. During the search each potential duplicate will be displayed or printed on the printer. At no time will the program delete any name during the search. It is up to the user to delete any potential duplication in the database use the "Delete Record Function". COPYRIGHT (c) 1990, 1991 -12- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.8 PRINTING MAILING LABELS To print record names select "G". This will bring up the mail list menu. There are several options select the option desired. 4.8.1 PRINT MAILING LABEL RECORD SELECTIONS In the print menu there are 9 options for printing names. They run from printing all names to printing a single label. The names may be printed in either lastname order or zip code order. Below is a list of different options for the user. N) All Names by Name O) All for Interest1 by Name R) All for Interest1 by Zip T) All for Interest2 by Name V) All for Interest2 by Zip X) All for Interest3 by Name W) All Names Since Last Cleared D) For Date by Zip G) For Special Interest by Name Q) Quit to Main Menu Select the desired option by entering the number or the letter enclosed by brackets. Wait for the database to be created then select the desired output format as shown below: A) Ordered by Name B) Ordered by Zip Code C) Ordered by State, Name D) Ordered by State, Zip Code, Name E) Ordered by Country, Zip, F) Ordered by Country, Name G) Ordered by Country, State, Name H) Ordered by Country, State, Zip, Name I) Ordered by Company, Name" J) Ordered by Country, Company, Name K) Ordered by Country, State, Company, Name Q) Quit to Previous Menu COPYRIGHT (c) 1990, 1991 -13- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.8.2 PRINTING MAILING LABELS BY INTEREST When printing mailing labels names by Interest only the names marked with a "Y" for that interest will be printed. 4.8.3 PRINTING MAILING LABEL BY DATE Printing mailing labels by date is a very useful feature of FASTMAIL. This feature allows the user to print labels on a specific date or a range of dates. The user can specify the date as an actual set of dates or a date with a range of days around the date. Below is a list of selections for the user. B) Between Two Dates O) Outside Two Dates E) Earlier than a Specific Date L) Later than a Specific Date W) Within a Date by Days X) Outside a Date by Days D) Earlier than a Specific Date by Days A) After than a Specific Date by Days Q) Quit to Print Menu Select the desired option by entering the number or the letter enclosed by brackets. I use this feature to print labels and letters for a given days work by selecting option "B". The program automatically enters the current days date for starting and ending dates. The program then searches the database for a names that match given date. Labels will be printed for all people who placed a order on that date. COPYRIGHT (c) 1990, 1991 -14- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.8.4 PRINTING MAILING LABELS BY SUBJECT Print mailing labels by subject is very useful when a specialized mailing list is desired. The user can specify the exact information to search for. Then select the desired fields to search. Once selected the has the choice of searching all fields or selecting any combination of fields. A list of field to be searched is shown below. LASTNAME COMPANY CITY STATE ZIP CODE COUNTRY HOME PHONE WORK PHONE COMMENT/DESCRIPTION Select the fields desired. Then enter "Y" to continue the search. COPYRIGHT (c) 1990, 1991 -15- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.8.5 SELECTING PRINT OUT FORMAT After selecting any one of the many label output formats the user must select the printer label format. Below is a list of the formats. 1. Single Column 15/16 x 3 1/2 2. Single Column 1 7/16 x 5 3. Single Column Rolodex 3 x 5 4. Single Column Rolodex 2 1/4 x 4 5. Three column Laser Jet 1 x 2 5/8 6. Three column Laser Jet 1 x 2 5/8(cond.) 7. Two column Laser Jet 1 x 4 8. Two column Laser Jet 1 x 4(cond.) Once selected follow the directions to print the mailing labels. Be sure to use the "TEST PATTERN" to align the mailing labels. Press [ENTER] to start printing the labels. If 3" x 5" Labels are chosen the user may print there return address on the top left corner of the label if desired. Enter "Y" when prompted by the program. 4.8.6 EXITING THE MAILING LIST MENU Press "Q" to return to the main menu. 4.8.7 CONTROLLING THE PRINTER DURING LABEL MAKING Due to a large database the user may want to control the printer operation. Below is a list command to control the print operation. [Ctrl]-A, [Ctrl]-X to abort Printing. [Ctrl]-F to suspend Printing. After suspending or aborting printing follow the directions on the screen to either resume or terminate printing. COPYRIGHT (c) 1990, 1991 -16- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.9 RESTORING THE DATABASE The new version of FASTMAIL allows the user to load a database file from any hard drive location or floppy disk. The user can create a new directory with a corresponding database file and associtated memory files. ***************************************************** NOTE!: Before loading a new database. PLEASE save the current database to avoid LOSING DATA!! ***************************************************** To load a database file select "L". This will display information on restoring data from a data disk. Enter the disk drive along with the full path name of file to be loaded. Then enter the database file name. If you do not know the name of the file enter "?" to get directory listing of the file to be loaded. Once the file is selected decide whether to merge this file with the existing database or not. If it is a new database the program will automatically make the database file. Just enter "Y" when prompted by the program. Follow the instructions displayed on the screen. This features allows the user to maintain several mailing lists from the same program. COPYRIGHT (c) 1990, 1991 -17- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.10 SAVING THE DATABASE The new version of FASTMAIL allows the user to save a database file to any hard drive location or floppy disk. The user can create a new directory with a corresponding database file and associtated memory files. ***************************************************** NOTE!: Before loading a new database. PLEASE save the current database to avoid LOSING DATA!! ***************************************************** To save the database to a remote disk select "S". This will display information on saving data to a data disk. Enter the disk drive along with the full path name of file to be loaded. Then enter the database file name. If you do not know the name of the file enter "?" to get directory listing of the file to be loaded. Follow the instructions displayed on the screen. The maximum files size is limited to the space available on the disk. 4200 NAMES per 1MB This features allows the user to maintain several mailing lists from the same program. 4.11 PROGRAM STATISTICS To select program statistics enter "X". This will display information based on the current database in use as listed below. Interest1 = 34 Interest2 = 394 Interest3 = 38 Interest4 = 337 Interest5 = 56 Total Names = 443 COPYRIGHT (c) 1990, 1991 -18- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.12 EXPORTING THE DATABASE FOR MAIL MERGE This section is very important to the user if form letters are to be generated using the "FASTMAIL" database. Select this function by entering "Z". This will bring up the Export Menu. Select the desired output order and entries. 4.12.1 EXPORT RECORD SELECTIONS In the export menu there are 9 options for exporting names. They run from exporting all names to exporting names by subject. The names may be exported in either lastname order or zip code order. Below is a list of different options for the user. N) All Names O) All for Interest1 R) All for Interest1 T) All for Interest2 V) All for Interest2 X) All for Interest3 W) All Names Since Last Cleared D) For Date by Zip G) For Special Interest by Name Q) Quit to Main Menu Select the desired option by entering the number or the letter enclosed by brackets. Wait for the database to be created then select the desired output format as shown below: A) Ordered by Name B) Ordered by Zip Code C) Ordered by State, Name D) Ordered by State, Zip Code, Name E) Ordered by Country, Zip, F) Ordered by Country, Name G) Ordered by Country, State, Name H) Ordered by Country, State, Zip, Name I) Ordered by Company, Name" J) Ordered by Country, Company, Name K) Ordered by Country, State, Company, Name Q) Quit to Previous Menu COPYRIGHT (c) 1990, 1991 -19- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.12.2 PRINTING RECORDS BY INTEREST When exporting names by Interest only the names marked with a "Y" for that interest will be exported. 4.12.3 EXPORTING RECORDS BY DATE Exporting records by date is a very useful feature of FASTMAIL. This feature allows the user to export names on a specific date or a range of dates. The user can specify the date as an actual set of dates or a date with a range of days around the date. Below is a list of selections for the user. B) Between Two Dates O) Outside Two Dates E) Earlier than a Specific Date L) Later than a Specific Date W) Within a Date by Days X) Outside a Date by Days D) Earlier than a Specific Date by Days A) After than a Specific Date by Days Q) Quit to Export Menu Select the desired option by entering the number or the letter enclosed by brackets. I use this feature to print labels and letters for a given days work by selecting option "1". The program automatically enters the current days date for starting and ending dates. The program then searches the database for a names that match given date. A file is then created for all people who placed a order on that date. COPYRIGHT (c) 1990, 1991 -20- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.12.4 EXPORTING RECORDS BY SUBJECT Export records by subject is very useful when a specialized mailing list is desired. The user can specify the exact information to search for. Then select the fields desired for the search. Once selected the has the choice of searching all fields or selecting any combination of fields. A list of field to be searched is shown below. LASTNAME COMPANY CITY STATE ZIP CODE COUNTRY HOME PHONE WORK PHONE COMMENT/DESCRIPTION Select the fields desired. Then enter "Y" to continue the search. 4.12.5 EXITING THE EXPORT MENU Press "Q" to return to the main menu. 4.12.6 EXPORTING NAMES After the selection is wait while the program creates the temporary export database. At the completion of this process the export data format menu will be displayed. Select the desired output format. The output formats are described in sections 4.12.7 through 4.12.9. Enter the file name for export. The program always places a ".TXT" suffix to the text file and a ".DBF" to database format file. So if the user enters "TEST" for the file name. The file will be stored on disk as "TEST.TXT" or "TEST.DBF" for database format file. To exit this program press [ENTER] until the main menu is displayed. COPYRIGHT (c) 1990, 1991 -21- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.12.7 MS WORD AND OTHER MAIL MERGE FORMATS This data format will work with most word processors. Each field in the record is separated with a "," and character fields are delimited quotation marks. The end of each record is marked with a carriage return. An example is shown below. "GARY","FELSMAN","CACHE MICROSYSTEMS", 4.12.8 SDF ASCII TEXT FILE The SDF file format all records are the same record length. Each field is separated with a single space. An example is shown below. GARY FELSMAN CACHE 4.12.9. DATABASE FORMAT The database format is the same as used by DBASE III or any other DBASE compatible program. COPYRIGHT (c) 1990, 1991 -22- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.12.10 ORDER OF DATA TO BE EXPORTED This section gives the exact order of data for each record exported as listed below. Table 4 -1 Database Format Field Type Length ------------------------------------------------------ FIRSTNAME CHARACTER 15 LASTNAME CHARACTER 13 COMPANY CHARACTER 30 AUXADDR CHARACTER 30 ADDRESS CHARACTER 32 CITY CHARACTER 19 STATE CHARACTER 16 ZIP CHARACTER 10 COUNTRY CHARACTER 15 HOME PHONE CHARACTER 20 WORK PHONE CHARACTER 20 FAX PHONE CHARACTER 20 DATE ENTERED CHARACTER 8 SINCE LOGICAL 1 COMMENT CHARACTER 60 REFERRAL CHARACTER 3 IDNO CHARACTER 7 INTEREST1 LOGICAL 1 INTEREST2 LOGICAL 1 INTEREST3 LOGICAL 1 INTEREST4 LOGICAL 1 INTEREST5 LOGICAL 1 4.12.11 USING THE EXPORTED FILE WITH WORD PROCESSORS To use the exported file with a word processor for form letter generation. The user must create either a format file which exactly matches the exported database file. Or the user must edit the exported database file to add the field names to the top of the file. Refer to the specific section of your word processing manual for details. I have included the file "MAILMRG.DOC" this file can be used for Microsoft Word. COPYRIGHT (c) 1990, 1991 -23- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.13 BROWSE THE DATABASE BY INTEREST OR SUBJECT This features allows the user browse, scan or edit the mailing list by whatever means the user desires. The names are displayed in alphabetical order one name at a time. To select this function enter "B" from the mainmenu. This will bring up the "Browse Mailing List" menu. The user has several choices when browsing the mailing list. The user can browse the entire list, browse the list based on one of the special interest categories or browse the list on a special subject or topic. Select the desired function. Once selected the program will display each record that matches the search criteria. The user may terminate browsing at anytime by entering "N" when prompted by the program. 4.13.1 SUBJECT/TOPIC SEARCHING The subject search is a very powerful tool for FASTMAIL. This feature allows the user to find any user based on any information stored in the mailing list. For example say you want to find all people in ohio. Enter "OH" for state of Ohio all people living in Ohio will then be displayed. The same procedure is used for finding a zipcode. Example enter "93401" will display all people for zipcode 93401. As you can see it is very important to fill in as much information as possible. The more information the more powerful this feature becomes. It should be noted that this program does a text search only. It does not do any interpretation of text entered. COPYRIGHT (c) 1990, 1991 -24- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.13.2 BROWSE RECORD SELECTIONS In the browse menu there are 8 options for browsing names. They run from browsing all names to browsing names by subject. The names may be browsed only in lastname order. Below is a list of different options for the user. N) For All Names by Name O) For Interest1 by Name R) For Interest2 by Name T) For Interest3 by Name V) For Interest4 by Name X) For Interest5 by Name W) All Names Since Last Cleared D) For Date by Zip G) For Special Interest by Name Q) Quit to Main Menu Select the desired option by entering the number or the letter enclosed by brackets. 4.13.3 BROWSING RECORDS BY INTEREST When browsing names by Interest only the names marked with a "Y" for that interest will be displayed. COPYRIGHT (c) 1990, 1991 -25- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.13.4 BROWSING RECORDS BY DATE Browsing records by date is a very useful feature of FASTMAIL. This feature allows the user to browse names on a specific date or a range of dates. The user can specify the date as an actual set of dates or a date with a range of days around the date. Below is a list of selections for the user. B) Between Two Dates O) Outside Two Dates E) Earlier than a Specific Date L) Later than a Specific Date W) Within a Date by Days X) Outside a Date by Days D) Earlier than a Specific Date by Days A) After than a Specific Date by Days Q) Quit to Browse Menu Select the desired option by entering the number or the letter enclosed by brackets. I use this feature to print labels and letters for a given days work by selecting option "1". The program automatically enters the current days date for starting and ending dates. The program then searches the database for a names that match given date. Names are then displayed for all people who placed a order on that date. COPYRIGHT (c) 1990, 1991 -26- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.13.5 BROWSING RECORDS BY SUBJECT Browse records by subject is very useful when a specialized mailing list is desired. The user can specify the exact information to search for. Then select the fields desired for the search. Once selected the has the choice of searching all fields or selecting any combination of fields. A list of field to be searched is shown below. LASTNAME COMPANY CITY STATE ZIP CODE HOME PHONE WORK PHONE COMMENT/DESCRIPTION Select the fields desired. Then enter "Y" to continue the search. 4.13.6 EXITING THE BROWSE MENU Press "Q" to return to the main menu. 4.14 CLEAR ADD LIST AND SINCE FEATURE This feature is unique to FASTMAIL. This feature allows the user to print all names in the database since the last time the Add list was cleared. This is very useful when printing names more than once in a given day or series of days. To use this function follow the steps below. 1. Clear the ADD LIST fromthe main menu with by selecting "W". 2. Add all names for a given days work. 3. Print/Export/Print Labels for all added names 4. Again Clear the ADD LIST from the main menu. You have just this unique feature. Note you can print report, Labels, form letters and browse this list until cleared by the user. COPYRIGHT (c) 1990, 1991 -27- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 4.15 PRINT REGISTRATION FORM To print a registration form select option "R" from the main menu. Ready the printer then press "Y" to print the registration form. 4.16 EXITING THE PROGRAM To exit the program press "Q" at the main menu prompt. COPYRIGHT (c) 1990, 1991 -28- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 5. TECHNICAL SUPPORT AND REGISTRATION 5.1 TECHNICAL SUPPORT Technical support questions or comments should be sent to the address listed below. CACHE MICROSYSTEMS 2234 Santa Ynez Ave San Luis Obispo, CA 93405 (805)549-0532 Technical support will be given for a period of 1 year after the program registration. The support will be given both by phone and written letters. 5.2 PROGRAM REGISTRATION To register this program send $17.00 + $3.50 S&H to the address listed below. CACHE MICROSYSTEMS 2234 Santa Ynez Ave San Luis Obispo, CA 93405 (805)549-0532 Please send your name, address and version number of the program installed on you computer. Once registered you will receive the latest version of the program, technical support, notice of future updates and other programs released by CACHE MICROSYSTEMS. The file "REGISTER.DOC" contains a pre-printed registration form. Use the "PRINT REGISTER.DCO" at the DOS prompt to print the registration form. COPYRIGHT (c) 1990, 1991 -29- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 APPENDIX: A FULL SCREEN EDITING This program allows for full screen editing of the database. All keys including the four arrow key, Insert key, Delete key, Page Up key, Page Down key and others work just like most word processors today. It is assumed the user understands each of these key functions. COPYRIGHT (c) 1990, 1991 -30- CACHE MICROSYSTEMS FASTMAIL USER'S MANUAL VERSION 2.26 APPENDIX: B SUPPORTED PRINTING LABELS Below is a list of printer labels supported by this program. 1. Single Column 15/16 x 3 1/2 2. Single Column 1 7/16 x 5 3. Single Column Rolodex 3 x 5 4. Single Column Rolodex 2 1/4 x 4 5. Three Column Laser 1 x 2 5/8 (Regular and Condensed) Condensed is recommended to avoid address truncation 6. Two Column Laser 1 x 4 (Regular and Condensed) NOTE! - To Use Laser printer labels be sure to set the printer 60 Lines per Page. Also only use approved labels for the Laser printer. Like AVERY 5162, 5160 COPYRIGHT (c) 1990, 1991 -31- CACHE MICROSYSTEMS